About This Role
Planning and delivering Club events, corporate hospitality, private functions, and polo days is the core of this role at Ham Polo Club. Reporting to the General Manager, you will manage events from the first enquiry through to delivery and follow-up, creating a welcoming experience for members, clients, and guests. This is a practical, client-facing role combining event coordination, event sales, and close teamwork with the Polo Office, Clubhouse, and kitchen teams.
Responsibilities
- Manage enquiries, proposals, quotations, and bookings, maintaining an accurate events calendar and clear client communications
- Work closely with the Clubhouse and kitchen team to deliver each event, coordinating setup, staffing, catering, bar service, and guest requirements
- Proactively promote and sell Ham Polo Club as an event venue to new clients, identifying opportunities for corporate hospitality, private functions, and celebrations, and converting enquiries into confirmed bookings
- Prepare event schedules, briefs, and budgets, and coordinate suppliers, entertainment, security, parking, and other arrangements
- Oversee events as required, act as the main client contact, and resolve issues promptly, including during setup and breakdown
- Work with the accounts team on deposits, invoices, and outstanding payments, and monitor event costs and profitability
- Support event promotion, develop client relationships, and follow up feedback to encourage repeat bookings
- Coordinate with the General Manager on event safety, risk assessments, and site requirements, respecting horse welfare and neighbouring properties
Requirements
- Experience in event coordination, hospitality, venue management, or a similar client-facing role
- Strong organisation, attention to detail, and the ability to manage several events and deadlines
- Confident communication and relationship-building skills, with a calm, hands-on approach
- Commercial awareness and confidence preparing quotations, budgets, and proposals
- Good administrative and IT skills, including office software, shared calendars, and customer records
- Flexibility to work evenings and weekends around the events and polo calendar
Nice to have:
- Experience in a sports club, members' club, or equestrian venue
- A network of corporate clients or event suppliers
- An interest in polo and a willingness to learn
Benefits
- Free parking
- On-site parking
Important Details
- Expected hours: 16.0 – 32.0 per week
About the Company
Ham Polo Club is looking for an Event Coordinator.
